Why debrief participants?
Debriefing participants:
- fosters good relationships between participants and the Agency
- helps participants understand why their offer was successful or unsuccessful
- helps participants prepare better offers
- supports open, fair and transparent procurement processes
How to debrief participants
Step 1: Follow the Agency supplier engagement plan
Check the Agency procurement framework for details of how debriefs should be conducted and by who. This may also be specified in a probity plan, if applicable. If no such guidance exists, see:
Debrief for tender participants (Construction Guidance 8.1)
Supplier debriefs: Goods and service guide
Step 2: Advise participants of the procurement outcome
Once any contracts have been awarded to the successful participants, or if no contract is awarded, all other participants should be advised in writing of the procurement outcome. Where appropriate (e.g., if the tender has been awarded but contract signing is delayed), Agencies may instead provide this advice while the contract is being finalised.
As part of this advice, all participants should be offered a debrief. You must offer a debrief to any supplier that requests one.
Use Agency communication templates where available.
Step 3: Prepare for the debrief
Unless Agency rules state otherwise:
- organise each debriefing session within two weeks of supplier request
- debriefs may be either remote or in person
- book at least 30 minutes per supplier
- arrange for two Agency attendees: one to lead and one to support
- for large and complex activities, consider a longer and more detailed debrief by more senior staff
Prepare by reviewing the evaluation documents and collating feedback. See Supplier debriefing template: Goods and services | buyingfor.vic.gov.au.
A debrief may include:
- welcome and introductions
- debrief overview: scope, objectives and rules
- overview of the ITS scope, evaluation criteria and process
- overall impressions of the offer
- strengths and weaknesses of the offer against the selection criteria
- supplier questions or feedback
- closing statements from supplier and Agency
The debrief feedback should include details of:
- whether the supplier offer met the specifications
- how the supplier performed against each criteria
- whether the offer presented value for money, and why/why not
Provide general feedback about the competitiveness of the supplier’s offer compared to the market. Do not share information about any other suppliers or their offers.
Step 4: Conduct and record the debrief
Manage the debrief in accordance with the debrief plan. During or immediately following the debrief, note down any:
- changes to the debrief plan, including timing or attendees
- points raised or questions answered at the debrief
- feedback received from the supplier
- actions arising from the debrief
File these records in accordance with Agency process.
Consider:
Manage probity and conflicts of interest
Manage probity – consider issues raised at Probity issues by stage and task.
Conflicts of interest can arise during this task. Identify, declare, and manage these in accordance with Agency rules.
Address Agency rules
Follow Agency specific rules on when to seek an approval and who can give the approval.
Follow Agency specific rules for recording decisions and storing records.
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